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TO: Mayor Richard C. Irvin
FROM: Wendy McCambridge, City Clerk
DATE: March 13, 2018
SUBJECT:
A resolution approving a Memorandum of Understanding between the City of Aurora and the Aurora Public Library to maintain the original documentation regarding the official actions of the Aurora City Council dated 1857-1983.
PURPOSE:
To enter into a Memorandum of Understanding with the Aurora Public Library regarding the storage of historic volumes regarding the actions of City Council dated 1857-1983 in an environment that would best preserve the volumes for future generations. The Santori Library has an space that would be best conducive to meet the preservation needs for the volumes.
BACKGROUND:
The City of Aurora has historic volumes documenting activities of the Aurora City Council dating back to the 1857 when the City of Aurora was incorporated by the State of Illinois. The historic records are contained in a series of forty-nine (49) leather bound volumes containing the agendas, minutes, ordinances, resolutions and proclamations made by the Aurora City Council. The volumes should be maintained in a secure atmosphere that would best preserve the documents from further deterioration from natural elements such as heat and light. The Aurora Public Library has recently constructed the Santori Library that has a temperature controlled archival space conducive for long-term storage that would slow down the aging process of the documents.
DISCUSSION:
The City Clerk's Office has control over the City of Aurora records including the historic volumes and currently does not have an environment that is temperature and light controlled specific to the preservation of historic documents. While the volumes are in decent condition currently, the Santori Library would be the ideal location for storage of the volumes because of the physical accommodations and the presence of an archivist on staff who would be best to provide guidance on the maintenance of the historic documents. It is best practice for historic documents to be treated with care and provided a controlled atmosphere to prevent future deterioration. Two of the oldest volumes will require some restoration of the binding to protect the contents and the Santori Library staff would work with the City Clerk to obtain services to restore the volumes.
IMPACT STATEMENT:
The historic volumes would be better preserved at the Santori Library for future generations of Aurorans to appreciate.
RECOMMENDATIONS:
It is recommended that this resolution be approved at the City Council meeting on April 10th. The volumes would be transported to the Santori Library and housed there until either party decides otherwise.
cc: Alderman Hart-Burns, Chairman
Alderman Mervine
Alderman Lofchie
Alderman Franco, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Approving a Memorandum of Understanding between the City of Aurora and the Aurora Public Library to maintain the original documentation regarding the official actions of the Aurora City Council dated 1857-1983.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, in 1857 the City of Aurora was incorporated and since that time the City of Aurora documented all official activities in bound volumes; and
WHEREAS, the City of Aurora and the Aurora Public Library have a shared interest in preserving the historic volumes of the activities of the City of Aurora; and
WHEREAS, the Aurora Public Library has space within the Santori Library that is conducive to best practices in the storing and archiving of historic documents; and
WHEREAS, the City and the Aurora Public Library desire to enter into a Memorandum of Understanding (MOU) to further define their respective roles in the preservation efforts of the said historic volumes for future generations.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Mayor is authorized to execute a Memorandum of Understanding Between the City of Aurora and the Aurora Public Library for the maintenance and storage of the original documentation regarding the official actions of the Aurora City Council dated 1857-1983.